Administration assistant - VSO Uganda

VSO Uganda
Job title: Administration assistant
Employment type: Full time
Country: Uganda
City / Location: Gulu
Job category: Administrative/Clerical
Min. years of experience: 3 years
Required languages: English
Required IT skills: MS WordMS ExcelMS Outlook
Minimum degree: Bachelors degree
Closing date: April 12, 2013 - 5pm
Responsible to: Programme Manager - Livelihoods
Job purpose: To provide support to staff, volunteers, partners, and visitors and assist in the day to day running of the Northern Uganda Youth Livelihoods Programme (YLP).
Responsibilities
Office Management
• Receive and direct incoming calls and greet visitors to office
• Provide general information and assistance
• Assists the Programme manager and Deputy Country Director with administrative and secretarial duties of the programme.
• Photocopy, bind, laminate documents and undertaken general administrative duties in the office.
Programme Administration
• In collaboration with key staff, support programme planning and management.
• Administratively support all programme staff, volunteers and partners.
• Organise meetings, taking minutes and distributing appropriately
• Develop and maintain a documentation system with up to date information for all partners and volunteers.
• Follow up on documentation including placement descriptions, volunteer CVs, partner acceptance letters, partner contracts as required.
• Make volunteer payments in conjunction with the finance team
• Supporting scheduling of Programme meetings.
• Working closely with Programme manager and Deputy Country Director, develop and coordinate plans for Programme visitors, working with logistics staff to make the necessary arrangements.
• With guidance from the Programme Manager, organize and coordinate all programme events, undertake all necessary documentation/reporting processes relating to these events.
• Develop and maintain a system to manage Programme documents and records.
Key Performance Indicators
All visitors are warmly received and efficiently handled.
Deputy Country Director and Programme Manager are assisted to work more efficiently
Programme management activities are well planned and implemented in a timely manner.
Decision requests include all required information and are documented in the required/appropriate format and are submitted to the appropriate person on a timely basis.
Programme documentation is complete, up to date and filed efficiently (hard and soft copies).
Regular reports are set up to track the progress of project/programme.
Information use and storage protocols are in place.
Competencies
Managing resources - Adds Value
Organises own work to meet objectives; clarifies accountability of role.
Delivering results - Adds Value
Develops work plan for self in line with role and overall programme plan. Delivers against own work plan and is accountable
Working together - Adds Value
Proactively supports other team members and contributes to the attainment of project goals.
Striving for excellence - Adds Value
Sets and measures challenging objectives for self
Leading for the future - Aware
Is enthusiastic about VSO’s work, lives VSO’s values and is open to new ideas
Skills, Knowledge and Experience required
Essential:
• At least 3 years administrative experience
• Excellent computer skills (word, Outlook, Excel, Power Point, internet)
• Ability to solve basic network IT problems and willingness to develop these skills.
• Excellent written and verbal communication skills (English)
• Experience of a demanding workload and ability to prioritize and effectively manage time in order to deliver high quality work to tight schedules
• Proven ability to build and maintain relations with colleagues, volunteers, VSO stakeholders, including managing difficult situations
• Good basic budgeting and cash management
• Constructive and creative approach solving
• Attention to detail
Knowledge and Qualifications:
• Degree in Business management or Administration or related professional qualification.
• Knowledge of Public Relations / customer service good practice
• Good written and oral communication in English
Personal qualities
• Demonstrate commitment to delivering excellent admin, financial and organisational service
• Warm and welcoming personality
• Team player
• Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards.
• Commitment to VSO’s values
• Willingness and ability to develop an understanding of basic programmatic work within VSO
Desirable:
• Experience working with international NGOs
• Experience of database management and desktop publishing
• Knowledge of and ability to speak Luo is an added advantage
• Understanding of the role of international development and more specifically of volunteering in Uganda.
Contact/How to apply:
Send your application and copy of CV to: application@ppg.co.ug